Making Meetings more productive

Boise State University: OPWL Webinar, October 5, 2017

www.JanaKemp.com

Webinar Objectives

• Agenda Building

• Setting the right Meeting Length • Solutions for your found Meeting Pain Points

• Note-taking strategies and tactics

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Meet Mea ns . . .

Coming Together for a Purpose

Why do Meetings Matter?

Know the Purpose Why

What Topics

What Discussions

What Outcomes

What Decisions

What Work

Identify Outcomes What needs to be achieved?

What decisions must be made?

What do you want people to:

Know?

Be able to do?

Feel?

Meet i ng Agenda Day & Date: Time: Star t End

Locat ion

Pur pose

Outcome

Time Items W ho/Topic Leader

What to Bring:

Meet i ng Agenda Day & Date: Time: Star t End

Determining the length of the meeting…

Meet i ng Agenda When should we use an agenda for our team

and clients? Face-to-Face Conference Calls Technology “calls” or meetings Virtual exchanges and emails

Meeting Agenda Pain Points

Getting Post-Meeting Action • Use an Agenda

• Invite Commitment and Make Assignments

• Generate Minutes/Notes

– Who will do What by When – Decisions Made in the meeting

• Check-in before the next meeting

Informal Minute Templates

___________________________________________________________________________________________ Copyright 2001. Meeting & Management Essentials, Jana M. Kemp

Informal Minutes always include: 1. Day, Date, Year and Time of the meeting 2. The name of the meeting group 3. Meeting Attendees’ and Meeting Leader names 4. Action Items: What, Whom, When due 5. Supporting documentation or notes

Archiving Minutes

___________________________________________________________________________________________ Copyright 2001. Meeting & Management Essentials, Jana M. Kemp

1. Date Order (DD, MM, YYYY) 2. Separate by meeting group, board or committee 3. Length of time to save: 4. Include attachments and meeting presentation materials

Remaining Meeting Challenges (pain points)?

Effective Meetings

Pu r pose

Ou t come

Agenda Facilitation

Procedure

Task

Relationship

Act ion Minutes

Pre-

Meeting Post-

Personal and Team Meet i ng Act ion Pla ns

I/We will __________________

By ________________

Whatever you do, make meetings

to the point, on time, and actionable!

www.JanaKemp.com